Role catalogs

Property Procurement workflow catalog

a property management professional who selects and manages vendors and contracts for repairs, services and supplies across properties

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120
workflows in this catalog
1
industryProperty Management 120
3
areas of workLargest: Maintenance & Facilities (53)
506k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Property Procurement

Area

120 workflows

Property Procurement · 3 areas · about 506k hrs/yr

Property Management (120 workflows)

Maintenance & Facilities (53)

about 345,138 hrs/yr

  1. Maintenance request intake (Daily, about 7,750 hrs/yr) Request intake captures maintenance requests from the resident portal, phone, email, and call center, with unit, problem description, photos, permission to enter, and pet information.
  2. Emergency request triage (Daily, about 7,750 hrs/yr) Emergency triage separates requests that threaten life, safety, or property (gas odor, fire, flooding, no heat in winter, sewage backup) from routine work, and dispatches on-call staff.
  3. Technician assignment (Daily, about 7,750 hrs/yr) Technician assignment gives each work order to a technician with the right skills, certifications, and schedule capacity, considering building location and parts on hand.
  4. Vendor dispatch (Daily, about 7,750 hrs/yr) Vendor dispatch sends work beyond in-house skill to an approved vendor with scope, access details, and a not-to-exceed amount, after confirming the vendor's insurance is current.
  5. Resident appointment scheduling (Daily, about 7,750 hrs/yr) Appointment scheduling arranges a time for a technician or vendor to enter the unit, confirming the resident's availability or permission to enter and any legally required notice.
  6. Access permission confirmation (Daily, about 7,750 hrs/yr) Before a technician enters an occupied unit, permission to enter, pet containment, alarm codes, and any legally required notice of entry must all be confirmed.
  7. Technician mobile notes (Daily, about 7,750 hrs/yr) Mobile notes capture what the technician found and did, parts used, time spent, and follow-up needed, typed or dictated into the mobile work order app.
  8. Photo documentation (Daily, about 7,750 hrs/yr) Photo documentation attaches before and after photos to work orders, inspections, and damage reports as evidence for residents, owners, insurers, and deposit disputes.
  9. Maintenance labor time entry (Daily, about 7,750 hrs/yr) Technician hours are recorded on each work order for productivity tracking, payroll, and, where policy allows, billing labor back to owners or residents.
  10. Parts/material usage (Daily, about 7,750 hrs/yr) Parts usage records materials drawn from shop inventory or bought for a work order, with quantity and cost, so inventory counts, job cost, and resident chargebacks are accurate.
  11. Resident completion notification (Daily, about 7,750 hrs/yr) Completion notification tells the resident the work is done, what was done, and how to reopen the request if the problem continues.
  12. Resident satisfaction follow-up (Daily, about 7,750 hrs/yr) After a work order closes, residents get a short survey.
  13. Preventive maintenance scheduling (Daily, about 7,750 hrs/yr) Preventive maintenance scheduling sets recurring tasks for HVAC service, water heaters, roofs, gutters, fire equipment, and appliances by interval, generating work orders ahead of each due date.
  14. Preventive maintenance execution (Daily, about 7,750 hrs/yr) PM execution completes the scheduled tasks and records findings, readings, parts, and photos, raising corrective work orders when an inspection turns up a problem.
  15. HVAC filter program (Daily, about 7,750 hrs/yr) The filter program replaces HVAC filters in every unit and common system on a fixed cycle, tracking filter sizes, units completed, units where entry was refused, and stock on hand.
  16. Fire/life safety inspection (Daily, about 7,750 hrs/yr) Fire and life safety inspections cover alarms, sprinklers, extinguishers, emergency lighting, and fire doors on the schedule set by fire code and the local authority, with vendor reports kept on file.
  17. Elevator inspection tracking (Daily, about 7,750 hrs/yr) Elevator tracking follows state or city inspections, certificate expirations, vendor maintenance visits, and deficiency corrections, and keeps the current certificate posted in the cab or machine room.
  18. Pool inspection tracking (Daily, about 7,750 hrs/yr) Pool tracking records health department inspections, permit renewals, chemical logs, and safety equipment checks for community pools and spas throughout the season.
  19. Generator test tracking (Daily, about 7,750 hrs/yr) Emergency generators need scheduled test runs, load tests, fuel checks, and service visits, each logged as the fire code and the manufacturer require.
  20. Roof inspection tracking (Daily, about 7,750 hrs/yr) Roof tracking schedules inspections after storms and on a seasonal cycle, records findings and photos, and follows warranty terms and any repair work orders.
  21. Building systems meter reading (Daily, about 7,750 hrs/yr) Meter reading records electric, gas, water, and BTU meters for building systems and common areas, feeding utility billing, energy tracking, and leak detection.
  22. BMS/IoT alert response (Daily, about 7,750 hrs/yr) Alert response handles alarms from the building management system and IoT sensors (leak detectors, freeze sensors, boiler faults, access control), triaging each and dispatching staff.
  23. After-hours call intake (Daily, about 7,750 hrs/yr) Outside office hours, resident calls reach the answering service or call center.
  24. On-call escalation (Daily, about 7,750 hrs/yr) On-call escalation moves an unanswered emergency page up the chain (technician, supervisor, manager) until someone responds, with every attempt and time recorded.
  25. Capital vs repair classification (Daily, about 7,750 hrs/yr) Classification decides whether work is an operating repair or a capital improvement under the company's capitalization policy, which sets the budget line, GL account, and depreciation.
  26. Warranty repair check (Daily, about 7,750 hrs/yr) The warranty check confirms whether an appliance, roof, HVAC unit, or new construction item is still under manufacturer or contractor warranty before anyone pays for a repair.
  27. Maintenance purchase request (Daily, about 7,750 hrs/yr) A purchase request asks for parts, tools, or materials for a work order or shop stock, listing item, quantity, estimated cost, and vendor before a PO is issued.
  28. Parts inventory replenishment (Daily, about 7,750 hrs/yr) Replenishment reorders shop stock such as filters, bulbs, smoke detectors, and plumbing parts from approved suppliers when on-hand counts fall below the minimum.
  29. Key/access control maintenance (Daily, about 7,750 hrs/yr) Access control maintenance manages master keys, key logs, lock cores, fob systems, and access codes, including periodic audits of who holds what.
  30. Pest control scheduling (Daily, about 7,750 hrs/yr) Routine and requested pest treatments need scheduling, the resident notice the law requires, preparation instructions for each unit, and the vendor's service reports on file.
  31. Landscaping scheduling (Daily, about 7,750 hrs/yr) Landscaping scheduling coordinates mowing, pruning, irrigation, and seasonal plantings with the contractor and checks completed work against the contract scope.
  32. Janitorial scheduling (Daily, about 7,750 hrs/yr) Janitorial scheduling sets cleaning of hallways, lobbies, amenities, and trash rooms, and checks completion against the frequency and scope written into the contract.
  33. Snow removal dispatch (Daily, about 7,750 hrs/yr) Snow removal dispatch calls the contractor when snowfall reaches the contract's trigger depth, tracks plowing and salting times, and records conditions for liability purposes.
  34. Trash/recycling service issue (Daily, about 7,750 hrs/yr) Missed pickups, overflowing containers, damaged compactors, and hauler billing problems are reported and tracked until each trash or recycling service issue is resolved.
  35. Utility outage response (Daily, about 7,750 hrs/yr) Outage response handles power, water, or gas outages: checking the utility's outage map, notifying affected residents, dispatching staff, and recording the event.
  36. Water leak response (Daily, about 7,750 hrs/yr) Leak response stops the water, protects residents and property, documents damage with photos, dispatches mitigation, and starts insurance and resident notification.
  37. Mold/moisture incident response (Daily, about 7,750 hrs/yr) Mold response investigates reported mold or moisture, finds the source, schedules remediation, documents conditions, and follows any state disclosure or remediation rules.
  38. Insurance-related repair tracking (Daily, about 7,750 hrs/yr) Insurance repair tracking follows repairs covered by a claim, separating costs by claim number and tracking reimbursements received from the insurer.
  39. Facilities inspection (Daily, about 7,750 hrs/yr) Facilities inspection walks the property on a set schedule, checking building exterior, parking, lighting, signage, safety equipment, and amenities, and logging every deficiency found.
  40. Common area inspection (Daily, about 7,750 hrs/yr) Common area inspection checks hallways, stairwells, laundry rooms, fitness centers, pools, and grounds for cleanliness, damage, and hazards, often every day.
  41. Code violation corrective work (Daily, about 7,750 hrs/yr) Violations cited by city or county inspectors must be fixed within the deadline on the notice, with completion documented and a reinspection requested.
  42. Property condition assessment (Daily, about 7,750 hrs/yr) A property condition assessment surveys roofs, structure, building systems, parking, and units to estimate remaining useful life and capital needs that feed the capex plan.
  43. Work order creation (Daily, about 2,250 hrs/yr) Work order creation turns an approved request into a work order with category, priority, unit, access instructions, assigned technician or vendor, and target completion date.
  44. Work order prioritization (Daily, about 2,250 hrs/yr) Emergencies first, then units with scheduled move-ins: prioritization orders open work by urgency, resident impact, make-ready deadlines, and technician availability.
  45. Work order status update (Daily, about 2,250 hrs/yr) Status updates keep each work order current (scheduled, in progress, waiting on parts, waiting on vendor, completed) so residents and managers can see where every job stands.
  46. Work order completion (Daily, about 2,250 hrs/yr) Completion closes a work order once the work is verified: notes, photos, time, and parts recorded, the resident informed, and any chargeable damage identified.
  47. Work order reopening (Daily, about 2,250 hrs/yr) Reopening restores a closed work order when the problem recurs or was never fixed, linking the new visit to the original so repeat repairs are tracked.
  48. Open work order aging (Daily, about 2,250 hrs/yr) Aging tracks how long each work order has been open against the property's completion standard for its priority, so late jobs surface before residents complain.
  49. Work order cost review (Daily, about 2,250 hrs/yr) Cost review checks labor, parts, and vendor charges on completed work orders against the expected cost for the category, spotting overbilling and resident-chargeable items.
  50. Resident damage work order (Daily, about 2,250 hrs/yr) A resident damage work order records repairs caused by a resident or guests, prices the labor and materials, and bills the resident as the lease allows.
  51. Maintenance backlog review (Daily / Weekly, about 546 hrs/yr) Backlog review examines open work orders by age, category, and technician, finds jobs stuck on parts, vendors, or access, and assigns actions to clear them.
  52. Technician productivity review (Daily / Weekly, about 546 hrs/yr) Work orders completed, hours logged, first-time fixes, and callbacks are compared technician by technician, adjusted for job difficulty and make-ready work.
  53. Vendor performance review (Daily / Weekly, about 546 hrs/yr) Vendor review scores contractors on response time, completion time, callbacks, invoice accuracy, and insurance compliance, informing future dispatch and contract renewals.

Procurement, Vendors & AP (40)

about 132,351 hrs/yr

  1. Purchase requisition (Daily, about 5,375 hrs/yr) A purchase requisition asks to buy goods or services for a property, stating item, quantity, estimated cost, GL account, and reason, before any purchase order is created.
  2. Property manager approval (Daily, about 5,375 hrs/yr) Property manager approval reviews requisitions, POs, and invoices within the manager's authority, checking need, budget, and vendor choice before money is committed.
  3. PO approval (Daily, about 5,375 hrs/yr) Purchase orders route to approvers by amount and category, so commitments beyond a property's authority reach regional or owner approval before they are issued.
  4. Vendor quote request (Daily, about 5,375 hrs/yr) Quote requests ask approved vendors to price a defined scope, with site visit arrangements, due dates, and insurance requirements, whenever work exceeds the competitive bid threshold.
  5. Bid comparison (Daily, about 5,375 hrs/yr) Bid comparison lays quotes side by side by scope item, price, schedule, exclusions, and warranty, so the manager compares like with like instead of headline totals.
  6. Vendor selection (Daily, about 5,375 hrs/yr) Vendor selection records the chosen bidder and the reason, confirms the vendor is approved and insured, and notifies the bidders who were not selected.
  7. W-9 collection (Daily, about 5,375 hrs/yr) W-9 collection obtains each vendor's legal name, federal tax classification, and taxpayer identification number, which drive 1099 reporting and any backup withholding.
  8. COI collection (Daily, about 5,375 hrs/yr) COI collection obtains certificates of insurance showing general liability, auto, workers' compensation, and umbrella limits, with the owner and manager named as additional insureds.
  9. COI expiration monitoring (Daily, about 5,375 hrs/yr) Expiration monitoring watches every vendor certificate's policy dates, requests renewals before they lapse, and blocks work and payment for vendors without current coverage.
  10. Service contract renewal (Daily, about 5,375 hrs/yr) Renewal review looks at expiring landscaping, janitorial, elevator, pest, and trash agreements and decides whether to renew, rebid, or terminate before the notice deadline passes.
  11. Vendor banking change verification (Daily, about 5,375 hrs/yr) Banking change verification confirms that a request to change a vendor's bank account is genuine by calling the vendor at a number already on file, a core defense against payment fraud.
  12. Vendor master maintenance (Daily, about 5,375 hrs/yr) Vendor master maintenance keeps vendor names, addresses, contacts, tax data, payment terms, and status current, and deactivates vendors the company no longer uses.
  13. Vendor credit memo (Daily, about 5,375 hrs/yr) Returns, overbilling, and settled disputes produce vendor credit memos.
  14. AP posting (Daily, about 5,375 hrs/yr) AP posting records approved invoices in the payables ledger with due date, terms, property, and GL coding, so each one appears in the next payment run.
  15. AP payment proposal (Daily, about 5,375 hrs/yr) The payment proposal selects invoices to pay based on terms, cash available in each property's operating account, and priorities such as utilities, taxes, and insurance.
  16. Payment approval (Daily, about 5,375 hrs/yr) Payment approval has authorized signers review the proposed run, checking vendors, amounts, and cash position before any funds are released.
  17. ACH/check payment run (Daily, about 5,375 hrs/yr) Approved payments become ACH files and printed checks.
  18. Positive pay (Daily, about 5,375 hrs/yr) Positive pay sends the bank a file of issued checks so it can reject any check that does not match on number or amount, then works the exceptions the bank presents.
  19. Vendor remittance (Daily, about 5,375 hrs/yr) Remittance advice tells vendors which invoices each payment covers, by email or portal, so they apply cash correctly and stop chasing invoices already paid.
  20. Invoice intake from email/portal (Daily, about 2,250 hrs/yr) Vendor bills arrive in shared AP mailboxes, vendor portals, and paper mail.
  21. Invoice duplicate check (Daily, about 2,250 hrs/yr) The duplicate check stops the same invoice from being paid twice by comparing vendor, invoice number, amount, and date with invoices already entered or paid.
  22. Invoice-to-PO match (Daily, about 2,250 hrs/yr) PO matching compares the invoice with its purchase order for vendor, items, quantities, and prices, within the tolerance the company allows.
  23. Invoice-to-work-order match (Daily, about 2,250 hrs/yr) Work order matching ties a maintenance or turn invoice to its completed work order, confirming the work was done at the right unit and within the not-to-exceed amount.
  24. 3-way invoice match (Daily, about 2,250 hrs/yr) A three-way match confirms that the invoice, the purchase order, and the receipt of goods or completed work agree on quantity and price before payment.
  25. Invoice property/entity validation (Daily, about 2,250 hrs/yr) Property validation confirms each invoice is charged to the right property and owning entity, which matters most for vendors serving many sites or addresses that span entities.
  26. Invoice GL coding (Daily, about 2,250 hrs/yr) GL coding assigns each invoice line to the correct expense or capital account in the chart of accounts, following vendor defaults and the property's coding rules.
  27. Invoice allocation across properties (Daily, about 2,250 hrs/yr) Allocation splits shared invoices such as insurance, software, or regional services across properties by unit count, square footage, or a fixed percentage.
  28. Utility invoice processing (Daily, about 2,250 hrs/yr) Electric, gas, water, sewer, and trash bills for common areas and vacant units, usually downloaded from utility portals, are entered and checked against usage history.
  29. Recurring invoice processing (Daily, about 2,250 hrs/yr) Recurring invoices for contracts like landscaping, elevator service, and software are entered each period at the contracted amount, with contract start and end dates tracked.
  30. Invoice approval routing (Daily, about 2,250 hrs/yr) Approval routing sends each coded invoice to the property manager, regional manager, or owner according to amount, category, and budget status.
  31. Invoice exception follow-up (Daily, about 2,250 hrs/yr) Exception follow-up resolves invoices stuck on missing POs, failed matches, wrong property, or missing approvals by chasing the vendor or staff member who can fix them.
  32. Vendor statement reconciliation (Daily / Weekly, about 546 hrs/yr) Statement reconciliation compares a vendor's statement with the AP ledger, turning up missing invoices, unapplied payments, and credits never taken.
  33. AP aging review (Daily / Weekly, about 546 hrs/yr) Unpaid invoices sorted by age reveal past-due bills, invoices held on exceptions, and vendors at risk of stopping service.
  34. 1099 vendor review (Daily / Weekly, about 546 hrs/yr) 1099 review confirms during the year which vendors are reportable by tax classification and payment type, that their TINs are valid, and that payments are coded correctly.
  35. Utility account reconciliation (Daily / Weekly, about 546 hrs/yr) Utility account reconciliation confirms every utility account belongs to the right property, every bill arrived and was paid, and vacant units transferred correctly.
  36. Procurement savings review (Daily / Weekly, about 546 hrs/yr) What did bidding, national accounts, and renegotiated contracts actually save?
  37. Purchase order creation (Per event / project, about 150 hrs/yr) PO creation turns an approved requisition into a purchase order with vendor, items, prices, delivery date, property, and GL coding, then sends it to the vendor.
  38. Vendor onboarding (Per event / project, about 150 hrs/yr) Before a new vendor receives work or payment, it must supply a W-9, certificate of insurance, licenses, banking details, and a signed agreement.
  39. Vendor contract setup (Per event / project, about 150 hrs/yr) A signed service agreement becomes a contract record: scope, pricing, term, renewal and termination notice, insurance requirements, and payment terms, linked to the vendor and each covered property.
  40. 1099 filing (Annual / Periodic, about 46 hrs/yr) 1099 filing prepares Forms 1099-NEC and 1099-MISC for reportable vendors, furnishes recipient copies, and files with the IRS, meeting the January 31 deadline for nonemployee compensation.

Turns, Make-Ready & Inspections (27)

about 28,062 hrs/yr

  1. Make-ready work order bundle (Daily, about 2,250 hrs/yr) The make-ready bundle groups every turn task for a unit into linked work orders in sequence, so paint, flooring, cleaning, and repairs follow one another without idle days.
  2. Pre-move-out inspection (Daily / Weekly, about 1,118 hrs/yr) A pre-move-out inspection visits the unit before the resident leaves to scope repairs, spot damage, and order long-lead items like flooring or appliances early.
  3. Move-out inspection (Daily / Weekly, about 1,118 hrs/yr) The turn-side move-out inspection records the vacated unit in detail to build the repair scope, measuring rooms and noting every item that needs paint, flooring, cleaning, or repair.
  4. Damage charge identification (Daily / Weekly, about 1,118 hrs/yr) Damage identification separates resident-caused damage from normal wear and tear on the turn scope, so chargeable items feed the deposit disposition.
  5. Turn budget estimate (Daily / Weekly, about 1,118 hrs/yr) The turn budget estimate totals the cost of each unit's scope and compares it with the property's turn budget standard for that unit type.
  6. Vendor bid request (Daily / Weekly, about 1,118 hrs/yr) When turn work falls outside contracted unit rates, scopes go to approved painters, flooring installers, and cleaners for pricing before any award.
  7. Turn vendor assignment (Daily / Weekly, about 1,118 hrs/yr) Vendor assignment picks the contractor for each turn task by price, availability, and quality history, and schedules them in the right order.
  8. Painting task (Daily / Weekly, about 1,118 hrs/yr) Painting covers walls, trim, and ceilings to the property's standard, full repaint or touch-up, done by in-house painters or a paint vendor at contract rates.
  9. Flooring task (Daily / Weekly, about 1,118 hrs/yr) Carpet cleaning or replacement and vinyl plank or tile repair need measurements, material orders, and installation scheduled around the other turn tasks.
  10. Cleaning task (Daily / Weekly, about 1,118 hrs/yr) Cleaning makes the unit move-in ready (appliances, cabinets, bathrooms, windows, floors) and usually follows once painting and flooring are finished.
  11. Maintenance repair task (Daily / Weekly, about 1,118 hrs/yr) Turn repairs fix plumbing, electrical, doors, blinds, fixtures, and drywall items found on the scope, handled by in-house technicians or outside vendors.
  12. Appliance repair/replacement (Daily / Weekly, about 1,118 hrs/yr) Appliance work repairs or replaces refrigerators, ranges, dishwashers, and microwaves found faulty during the turn, checking warranty and the repair-or-replace policy.
  13. Lock change (Daily / Weekly, about 1,118 hrs/yr) A lock change rekeys or replaces unit locks between residents, updates the key log, and deactivates smart lock codes and fobs belonging to the prior resident.
  14. Safety device check (Daily / Weekly, about 1,118 hrs/yr) The safety check tests smoke and carbon monoxide detectors, GFCI outlets, fire extinguishers, and window locks before a new resident moves in, as local codes require.
  15. Utility activation for vacant unit (Daily / Weekly, about 1,118 hrs/yr) Vacant utility activation keeps electric and gas on in the owner's name between residents so turn work and showings can go ahead.
  16. Turn status tracking (Daily / Weekly, about 1,118 hrs/yr) Turn tracking shows each vacant unit's progress through make-ready steps, days vacant, and current blockers on the property's shared make-ready board.
  17. Turn quality control inspection (Daily / Weekly, about 1,118 hrs/yr) The quality control inspection checks a finished turn against the scope and the property's ready standard before the unit can be marked ready.
  18. Make-ready completion (Daily / Weekly, about 1,118 hrs/yr) Make-ready completion confirms every turn task is closed, quality control passed, and invoices received, then moves the unit to vacant-ready status.
  19. Unit availability release (Daily / Weekly, about 1,118 hrs/yr) Availability release puts a ready unit on the market with correct rent, amenities, and ready date on the website and ILS listings.
  20. Vacant unit weekly inspection (Daily / Weekly, about 1,118 hrs/yr) Every week, vacant units get checked for leaks, pests, break-ins, thermostat settings, and dust, so ready units stay ready for showings.
  21. Model unit inspection (Daily / Weekly, about 1,118 hrs/yr) Model unit inspection keeps the show unit clean, lit, furnished, and staged with current marketing materials, checked before tours begin each day.
  22. Move-in readiness inspection (Daily / Weekly, about 1,118 hrs/yr) The move-in readiness inspection checks the unit the day before move-in (clean, working, keys ready, utilities on) so the resident's first day starts right.
  23. Notice-to-vacate turn forecast (Daily / Weekly, about 546 hrs/yr) The turn forecast lists upcoming move-outs from notices to vacate and lease expirations, estimating turn workload, vendor needs, and ready dates week by week.
  24. Ready-date forecast (Daily / Weekly, about 546 hrs/yr) Ready-date forecasting predicts when each unit will be rent-ready from remaining tasks, vendor schedules, and parts, so leasing can pre-lease against a real date.
  25. Turn cost review (Daily / Weekly, about 546 hrs/yr) Turn cost review compares actual make-ready costs by unit with the estimate and budget, finding overruns, vendor pricing drift, and damage chargebacks never billed.
  26. Turn cycle-time KPI review (Daily / Weekly, about 546 hrs/yr) Cycle-time review measures days from move-out to ready and from ready to leased at each property, pinpointing where turns stall.
  27. Turn scope creation (Per event / project, about 150 hrs/yr) The turn scope lists every task needed to make a unit rent-ready (paint, flooring, cleaning, repairs, appliance work, upgrades) with quantities and estimated costs.

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